Business AI Prompts · Human Review Required · Data Safety Guidelines Included

AI Prompt Library

Structured prompts designed for legitimate small business tasks. Every prompt includes guidance on what to replace, what must not be entered, and how to review the output before using it.

Before using any prompt

Always review AI output before using, sending, or publishing it.

AI can be confidently wrong. Human verification is not optional.

Never enter passwords, credentials, or authentication codes.

Never enter patient data, payment card data, or privileged legal information.

Do not submit client information without their knowledge.

These prompts are for a private AI system or with public AI tools using only general business information.

These prompts are designed for use with approved AI tools. For guidance on which AI tools are appropriate for your business data, see AI Center or take the AI Readiness Assessment.

Leadership

Draft a company-wide communication about a technology or policy change

You are helping a business leader communicate a [TYPE OF CHANGE] to their team.

Draft a professional, plain-language email announcement that:
- Explains what is changing and why
- States the effective date: [DATE]
- Describes what employees need to do (if anything)
- Provides a contact for questions: [CONTACT NAME OR EMAIL]
- Uses a respectful, reassuring tone

The change being announced: [DESCRIBE THE CHANGE IN ONE OR TWO SENTENCES]

Keep the email under 200 words.

Summarize a business meeting and produce action items

Summarize the following meeting notes into a clear summary with:
1. Key decisions made
2. Action items (who is responsible, what is the task, what is the deadline)
3. Open questions that need follow-up

Meeting notes:
[PASTE YOUR MEETING NOTES HERE]

Format the output in plain paragraphs with a numbered action item list at the end.

Human Resources

Draft a job description for an open position

Write a professional job description for the following position:

Job title: [JOB TITLE]
Department: [DEPARTMENT]
Employment type: [FULL-TIME / PART-TIME / CONTRACT]
Location: [ON-SITE / REMOTE / HYBRID — CITY, STATE]
Primary responsibilities: [LIST 3–5 KEY RESPONSIBILITIES]
Required qualifications: [LIST REQUIRED EXPERIENCE OR CREDENTIALS]
Preferred qualifications: [LIST PREFERRED BUT NOT REQUIRED]
Reporting to: [JOB TITLE ONLY — NOT PERSON'S NAME]

Write in a professional, welcoming tone. Do not include salary information unless I provide it. Avoid language that could be interpreted as discriminatory.

Draft a professional offboarding checklist

Create a professional employee offboarding checklist for a business in the [INDUSTRY] industry.

The checklist should cover:
- IT and system access revocation (accounts, email, VPN, cloud services)
- Return of company equipment
- Knowledge transfer steps
- Final pay and benefits documentation
- Exit interview (if applicable)
- Communication to team and clients

The departing employee's role is: [JOB TITLE — NOT NAME]
Notice period: [IMMEDIATE / X WEEKS]

Format as a numbered checklist organized by department responsibility (IT, HR, Manager).

Sales

Draft a follow-up email after a sales meeting

Write a professional follow-up email after a sales meeting with a prospect.

Context:
- We met on: [DATE]
- The prospect's business type: [GENERAL INDUSTRY — NOT NAME]
- Key pain points they mentioned: [1–3 CHALLENGES THEY DESCRIBED]
- What we proposed: [GENERAL DESCRIPTION OF SOLUTION — NOT PRICING]
- Agreed next step: [NEXT ACTION AND DATE]

Write a short, professional email (under 150 words) that:
- Thanks them for their time
- Briefly references the key points discussed
- Confirms the next step
- Leaves the door open without being pushy

Marketing

Write a LinkedIn post about a business topic

Write a professional LinkedIn post for a [INDUSTRY] business on the topic of [TOPIC].

The post should:
- Open with a relevant observation or question (not a cliché opener like "I'm excited to share")
- Provide 2–3 practical, original insights
- Close with a simple call to action or question to encourage engagement
- Be 150–250 words
- Use short paragraphs for readability
- Avoid excessive hashtags (include no more than 3 relevant ones at the end)

Tone: [PROFESSIONAL / CONVERSATIONAL / EDUCATIONAL]

Write a service description for a website or brochure

Write a clear, professional description of the following service for use on a website or marketing brochure.

Service name: [SERVICE NAME]
Audience: [WHO THIS SERVES — GENERAL DESCRIPTION]
What the service does: [DESCRIBE IN 1–2 SENTENCES]
Key benefits (list 3–5): [BENEFITS]
What makes it different: [DIFFERENTIATOR — AVOID VAGUE CLAIMS]
Call to action: [WHAT SHOULD THE READER DO NEXT]

Write 100–150 words. Avoid superlatives ("best," "world-class," "industry-leading") unless you can back them up. Be specific.

Operations

Create a standard operating procedure for a routine task

Write a clear standard operating procedure (SOP) for the following task:

Task name: [TASK NAME]
Who performs this task: [ROLE — NOT PERSON'S NAME]
Frequency: [DAILY / WEEKLY / MONTHLY / AS NEEDED]
Tools or systems used: [LIST SYSTEMS — NOT CREDENTIALS OR SENSITIVE CONFIG]
Step-by-step process: [DESCRIBE THE GENERAL STEPS]
What to do if something goes wrong: [ESCALATION PATH]

Format as a numbered step-by-step procedure. Include a brief purpose statement at the top. Keep language clear and direct — assume the reader is competent but new to this specific task.

IT Support

Draft user-facing instructions for a new technology rollout

Write clear, non-technical instructions for employees about the following technology change:

What is being deployed: [TECHNOLOGY OR TOOL NAME]
Why it is being deployed: [BRIEF BUSINESS REASON]
When it happens: [DATE OR TIMEFRAME]
What employees will notice: [WHAT WILL CHANGE FOR THEM]
What they need to do: [SPECIFIC ACTIONS REQUIRED]
Who to contact with questions: [HELPDESK OR CONTACT ROLE — NOT SPECIFIC PERSON]

Write as a brief (under 200 words) internal announcement. Assume the reader is not technical. Use plain English. Avoid acronyms unless you explain them.

Compliance Preparation

Draft a plain-English explanation of a compliance requirement for employees

Write a plain-English explanation of the following compliance requirement for employees who are not legal or compliance experts.

Framework or regulation: [HIPAA / PCI DSS / FTC SAFEGUARDS / OTHER — SPECIFY]
Specific requirement to explain: [DESCRIBE THE REQUIREMENT IN PLAIN TERMS]
Who this applies to: [WHICH EMPLOYEES OR ROLES]
What employees must do: [REQUIRED ACTIONS]
What they must not do: [PROHIBITED ACTIONS]

Write in plain English. Under 200 words. Avoid legal jargon. Include one concrete example if it helps understanding. End with: "If you have questions, contact [ROLE/DEPARTMENT]."

Administration

Draft a professional vendor or supplier communication

Write a professional business letter or email to a vendor or supplier.

The communication is about: [DESCRIBE THE SITUATION — e.g., requesting a quote, disputing an invoice, requesting a delivery update, terminating a service]
Vendor or supplier type: [TYPE OF VENDOR — e.g., office supplies, cleaning services, telecom, equipment]
Relevant account or reference: [ACCOUNT NUMBER OR REFERENCE — if applicable, otherwise omit]
Our request or position: [DESCRIBE WHAT YOU NEED OR WHAT YOU ARE COMMUNICATING]
Requested response or action by: [DATE OR TIMEFRAME — if applicable]

Write in a professional, direct tone. Keep the email under 200 words. Be specific about the request. Do not be confrontational — be firm and clear.

Draft an office policy or procedural notice for employees

Write a clear, professional internal notice communicating a new or updated office policy or procedure.

Policy or procedure topic: [DESCRIBE THE POLICY — e.g., visitor sign-in procedure, parking policy, office supply ordering process]
Effective date: [DATE]
Who this applies to: [ALL EMPLOYEES / SPECIFIC DEPARTMENTS OR ROLES]
What is changing or being introduced: [DESCRIBE WHAT IS NEW OR DIFFERENT]
What employees need to do: [REQUIRED ACTIONS OR CHANGES IN BEHAVIOR]
Who to contact with questions: [DEPARTMENT OR ROLE — NOT SPECIFIC PERSON'S NAME]

Write as a brief, professional office memo (under 200 words). Use plain language. Be clear about whether this is a new policy or a change to an existing one.

Customer Service

Draft a professional response to a customer complaint or negative review

Write a professional response to the following customer complaint or negative review.

The complaint is about: [DESCRIBE THE GENERAL ISSUE — e.g., delayed delivery, billing error, quality concern, service experience]
Where it was submitted: [EMAIL / ONLINE REVIEW / IN-PERSON / PHONE FOLLOW-UP]
Our position on the complaint: [CHOOSE ONE: The complaint is valid and we take responsibility / The complaint is partially valid / The complaint is based on a misunderstanding]
What we are offering or doing to resolve it: [DESCRIBE THE RESOLUTION OFFERED — if any]

Write a professional response that:
- Acknowledges the customer's concern without being defensive
- Offers a clear resolution or next step
- Uses a respectful, non-generic tone
- Is under 150 words
- Does not include legal admissions of liability

Write a customer follow-up message after resolving an issue

Write a professional follow-up message to send to a customer after an issue has been resolved.

Type of issue that was resolved: [DESCRIBE THE GENERAL ISSUE — e.g., billing error corrected, service interruption resolved, product replacement sent]
How it was resolved: [BRIEF DESCRIPTION OF RESOLUTION]
Channel: [EMAIL / TEXT / WRITTEN LETTER]
Additional context: [ANY RELEVANT CONTEXT — e.g., this was a long-standing customer, the issue took longer than expected to resolve — or write "none"]

Write a brief (under 120 words), professional follow-up that:
- Confirms the resolution
- Briefly acknowledges any inconvenience caused
- Invites the customer to reach out if they have further concerns
- Maintains a warm, professional tone without being excessive

Finance Support

Write a professional overdue invoice follow-up email

Write a professional follow-up email for an overdue invoice.

The invoice is for: [GENERAL DESCRIPTION OF GOODS OR SERVICES — e.g., professional services for Q3, equipment rental, consulting project]
How overdue is it: [NUMBER OF DAYS OVERDUE]
Is this the first, second, or third follow-up: [FIRST / SECOND / THIRD — adjust tone accordingly]
Payment options available: [DESCRIBE ACCEPTED METHODS — e.g., check, ACH, credit card via portal]

Write a professional email (under 150 words) that:
- References the outstanding invoice (without specific amounts in the AI prompt)
- States the overdue status clearly and without apology
- Provides next steps for payment
- Remains professional — not threatening on first and second follow-ups
- On third follow-up: clearly states that the account may be referred for collection if unresolved

Draft an expense report summary for approval or reporting

Write a clear, professional expense report summary memo for internal approval or reporting.

Expense period: [MONTH / QUARTER / PROJECT NAME]
Submitting role: [JOB TITLE — NOT PERSON'S NAME]
General categories of expenses included: [LIST CATEGORIES — e.g., travel, client entertainment, office supplies, software subscriptions]
Total number of expense items: [APPROXIMATE NUMBER]
Business purpose for the expenses (overall): [BRIEF DESCRIPTION — e.g., regional sales trip, conference attendance, client site visit]
Requires approval from: [ROLE / DEPARTMENT — NOT PERSON'S NAME]

Write a short, professional memo (under 150 words) that summarizes the purpose of the expenses, the categories covered, and requests approval. Do not include specific dollar amounts in this prompt.

Cybersecurity Education

Write a security awareness notice for employees about a specific threat or policy

Write a plain-English security awareness notice for employees about the following topic.

Topic: [DESCRIBE THE THREAT OR POLICY — e.g., phishing emails targeting our industry, new password policy, multi-factor authentication rollout, USB device policy]
What employees need to know: [KEY FACTS IN PLAIN TERMS]
What employees must do: [REQUIRED ACTIONS — if any]
What employees must NOT do: [PROHIBITED BEHAVIORS]
Who to contact if they have a question or see something suspicious: [HELPDESK OR ROLE — NOT PERSON'S NAME]

Write as a brief (under 200 words) internal notice. Assume the reader is not technical. Use plain English. Avoid jargon. The goal is to increase awareness and prompt a specific behavior, not to generate fear.

Create a phishing awareness training example for employees

Write a phishing awareness training example for employees that teaches them how to recognize a phishing email.

Industry context: [INDUSTRY — e.g., healthcare, professional services, retail, manufacturing]
Type of phishing scenario to illustrate: [CHOOSE ONE: fake IT help desk reset request / fake vendor invoice / CEO fraud / fake shipping notification / fake Microsoft / Google login]

Create a training example that includes:
1. A clearly labeled EXAMPLE (fictional) phishing email showing the red flags
2. A numbered list of specific red flags to look for in that example
3. A brief description of what to do if an employee receives something similar (do not click, report to IT, do not forward)

Keep the total length under 350 words. Label all fictional content clearly as EXAMPLE. Do not make the phishing example realistic enough to be used as an actual attack.

Microsoft 365

Draft Teams channel guidelines and communication norms for a team or department

Write a concise set of Microsoft Teams communication guidelines for a department or team.

Department or team: [DEPARTMENT NAME — e.g., Operations, Sales, Customer Service, All Staff]
How the team currently uses Teams: [DESCRIBE CURRENT USAGE — e.g., mostly chat, some meetings, not using channels yet, mixed hybrid team]
Specific problem or goal: [DESCRIBE WHAT YOU ARE TRYING TO IMPROVE — e.g., too many unread messages, notifications overwhelming people, no clear channel structure, messages getting lost]
Number of people on the team: [APPROXIMATE NUMBER]

Draft a practical set of guidelines (under 250 words) covering:
- Which channels to use for which types of communication
- When to use chat vs. email vs. a meeting
- How to use @mentions appropriately
- Expected response time norms
- How to handle urgent vs. non-urgent messages

Write a SharePoint document organization structure for a department

Recommend a clear SharePoint document library organization structure for the following use case.

Department or team: [DEPARTMENT NAME — e.g., HR, Finance, Operations, Marketing]
Number of people who will use it: [APPROXIMATE NUMBER]
Types of documents stored: [LIST THE MAIN DOCUMENT TYPES — e.g., contracts, policies, templates, reports, project files]
Current problem with document organization: [DESCRIBE WHAT IS NOT WORKING — e.g., files scattered across email, no naming convention, can't find documents, duplicates everywhere]
Sensitivity of documents: [LOW — general internal / MEDIUM — confidential internal / HIGH — restricted access required]

Recommend a folder and library structure with:
1. Top-level library or site structure
2. Folder naming conventions with examples
3. A simple file naming convention
4. Permission level recommendations (general view — do not reference specific usernames)

Project Management

Write a project status update for stakeholders

Write a professional project status update for internal stakeholders.

Project name or type: [PROJECT NAME OR GENERAL DESCRIPTION — e.g., office move, software rollout, new service launch, compliance implementation]
Reporting period: [DATE RANGE OR MILESTONE PERIOD — e.g., Week 3, Q2 update]
Overall status: [ON TRACK / AT RISK / DELAYED / COMPLETE]
What was accomplished this period: [LIST 2–4 KEY ACCOMPLISHMENTS]
What is planned for next period: [LIST 2–3 NEXT STEPS]
Current risks or blockers: [DESCRIBE ANY RISKS OR BLOCKERS — or write "none at this time"]
Decisions needed from stakeholders: [DESCRIBE DECISIONS REQUIRED — or write "none at this time"]

Write a concise (under 250 words) status update in a professional format. Use a clear structure. Be direct about risks — do not soften problems in a way that obscures the true status.

Draft a project scope and objectives summary

Write a clear project scope and objectives summary for internal use or stakeholder review.

Project purpose: [DESCRIBE WHAT THE PROJECT IS INTENDED TO ACHIEVE — one or two sentences]
Business problem being solved: [DESCRIBE THE PROBLEM OR OPPORTUNITY]
What is IN scope: [LIST 3–6 SPECIFIC DELIVERABLES OR ACTIVITIES INCLUDED]
What is OUT of scope: [LIST 2–4 THINGS EXPLICITLY EXCLUDED — this prevents scope creep]
Key stakeholders: [LIST ROLES ONLY — NOT NAMES — e.g., Operations Manager, IT Lead, Finance Director]
Target completion: [DATE OR MILESTONE]
Success criteria: [HOW WILL YOU KNOW THE PROJECT IS SUCCESSFUL — be specific]

Write a professional scope summary (under 300 words). The out-of-scope section is as important as the in-scope section — be explicit.

Want AI that stays inside your business?

These prompts work with any AI tool — but if you want an AI system designed around approved business knowledge with private/local processing and governed cloud-routing options, talk to Edge Secure about managed private AI.

Request a Private AI Readiness Assessment About Managed Private AI